The Big Five
We have found that there are five important steps to making sure everything runs smoothly. It is absolutely critical that these five steps be followed. They are easy and very straight forward, but should not be taken for granted. Each one is important.
1. Confirmation call to client contact.
We promise the client that the DJ that will be at their event will call and touch bases with them no later than Tuesday at 5PM the week of the event. If you are a multi system company, the DJ who is actually assigned to the show should make the call, not office staff or the company owner. The one-on-one with the actual DJ, who will be at the event, helps to alleviate miscommunication. The DJ should take this opportunity to get directions to the event, confirm dates and times, go over their event planner, arrange for set up time and place, discuss their concerns and to make sure their power and other needs are met. Also, make sure that you exchange cell phone numbers with someone who will be at the event, in case of any last minute delays or problems. Communicating by phone will help clear up details and redue stress and panic.
You can call any time after youve accepted the show, but absolutely no later than Tuesday at 5PM the week of the show. If you dont make the call .be assured they will be calling us.
2. Radio Parties confirmation
One of the Radio Parties staff members will contact you the week of the event to make sure that you have all of the necessary promotional items, business cards, and to confirm with you that you have made contact with your client. This is our final assurance that everything is locked down and ready to go. Your cooperation in making sure that you get back to our staff is very much appreciated.
Not all of our events require banners, prizes or station production elements, depending on if there is a station involved. But if it is a station event we need to make sure all of the promotional elements are covered.
Station promotion is what these events are all about. Virtually every show done on behalf of the station will require some type of station signage. In most cases, it will be banner on a roll provided by the station. This is vinyl (disposable) banner with their logo on it. We ask that you don’t dispose of it after only one event…but try to get as much mileage out of it as you can. The important part about the station signage is that it be displayed center stage and high in the air. A table front is not a great place. We want it to be suspended by truss or t stands so that at any time during the event, it is highly visable by the crowd. It will be your responsibility to have the appropriate signage for your event. You can purchase your own station banner through us. (Purchased banners are fully refundable if you end up not working with the Street Team any time in the first year. They are $180.00 and not a requirment, but if you do plan on doing alot of the station events, it is the best way to upgrade the look of the show, and to make sure you have great signage that is your own, protected property. Making sure the banner is suspended properly is important to the overall presentation of the station and should be considered a priority. Keep in mind if the station signage is not visible and professionally displayed, we are defeating the whole purpose for being there.
Not all events or all station party packages include prizes. But many of them do. Prizes are a way of getting participation in contests and activities. They are typically not big expensive prizes, merely tokens to help add some pizzazz to your event. Dont rely on them as a corner stone to your show. Some stations have chosen not to participate at all with prizes, in that case no prize giveaway are anticipated. Well let you know whether prizes are included. We will either send the prize package to your home or business prior to your event, or make arrangements for you to pick up a supply of prizes at the station. (If you are suppose to have prizes but they did not arrive, take down names of winners and tell them their prize will be mailed.) Get that information to us and we will make sure it is handled.
Most stations have provided us with station jingles, sweepers for between songs and even station 10 or 15 second promos. This is a great way to highlight the station at the event, and at the same time, make the live show a true reflection of the radio station, and it feels more like a great radio station promotion to the party guests.
3. Arrive one hour ahead of start.
Another promise we make to the party planner is that the DJ will show up no later than one hour ahead of the party start-time. Nothing causes more grief and creates an unpleasant stressful atmosphere at a party event, then a hurried late arrival by the DJ. Please plan for Friday afternoon traffic, construction on routes, and areas of congestion. Of all the Big Five failings this one is the most prominent.
4. Give us your best show.
We have created the frame for this event but you are the artist and will need to create the work of art: A great performance on behalf of Radio Parties and the station. Reading the audience and responding to what music is working and feeding off the chemistry of the crowd are important aspects of every party. You are the professional and will know what works best on any given night, with any given crowd. Use your best instincts. Also, since every Street Team DJ will make a lasting impression on hundreds of people, its important that you are a good customer service agent. Being accommodating, pleasant and service oriented will help make lasting fans and friends for the station.
5. Follow up phone call to Radio Parties.
After every show please call the Radio Parties office at 800-954-3535 and check in with your Operations Manager to give them a recap of your event. You can call any time, day or night and leave a voice mail message or an e-mail message . but we must hear from you no later than Monday morning after the show. We want to know the details on how things went: How many people attended, their reaction to you and to the station, or if there were any problems or complaints. We want to know everything, good and bad, so that well have the information for a follow up call with the client. When we receive your recap call, your check is on its way. No call. No pay.